We are seeking an Expat Service Specialist for a 7-months-contract (Replacement for Maternity Leave) position to work within the HR Department at the International Vaccine Institute in Seoul, Korea. (Duty station : Seoul, Korea)

Job Description

This job is responsible for ensuring that expat staff at IVI receive timely and quality expat service within the proper guidelines and budget of the institute/legal authorities. It also implements the institute’s expat service strategy so that outcomes meet the institute’s needs and are consistent with its desired internal and external guidelines.

Key Roles & Responsibilities

1. Maintain & improve effective Expat service

• Improve, update, and review the IVI Expat service by coordination with the Talent Management Specialist, Compensation & Benefits Specialist, Operations Specialist in the EU office, and direction of the HR Business Partners to improve the IVI Expat service aligning with organizational needs and legal requirements.
• Liaise with vendors and legal authorities in negotiation or agreement for smooth administration of Expat service.
• Develop administrative procedures to monitor and reduce legal risk while improving the delivery of services.

2. Maintain an effective expat assistance process

• Provide proactive expat support as needed.
• Maintain accurate Expat master data (including but not limited to staff, staff’s dependents, house helper, etc.), update and share the information with the relevant team/legal authorities.
• Provide necessary training/induction to Expat staff and personal assistants, especially new joiners
• Manage effective day-to-day expat assistance process.
• Manage necessary Ministry of Foreign Affairs process.

3. Maintain housing

• Facilitate home finding within the established budget
• Draft lease contract while reflecting special provisions related to IVI’s support on key deposit or yearly advance rent payment
• Conduct risk assessment of the property
• Negotiate with vendors
• Calculate agency fee to be reimbursed by IVI
• Support move-in, settlement, and departure
• Respond to staff inquiries on housing issues
• Manage housing contracts
• Manage BK house
• Other housing-related activities, as needed

4. Other HR affairs

• Assist with HR-related activities (training, new joiner arrangement, payroll, etc.)
• Compile and update employee records (hard and soft copies)
• Prepare official documents for IVI Staff as required
• Process routine vendor payments
• Support day-to-day operations of the HR functions and duties as required (e.g., drafting all-staff memos, purchasing office supplies, and gathering information)
• Assist in developing and implementing HR projects (i.e., meetings, seminars, training, surveys, material development) and take minutes as requested

Job Requirements and Qualifications

1. Education Requirements

• Bachelor’s degree or equivalent

2. Related Field Work Experience

• 5+ years

3. Technical and Professional Skills / Knowledge

• Proficiency in MS Office (especially Excel)
• Sound knowledge of HRIS
• Understanding of Immigrations guideline
• Understanding of MoFA process preferred

4. Language Proficiency

• Fluency in English